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U.Va. Human Resources
Change to Overtime Rate Calculation
UVa Academic Payroll Department – September 2009
Important Dates

September  13

Last date for filling out paper timesheets

September  14

First day to use Self-Service Time & Leave*
(*some departments will continue to use time capture systems, such as Facilities’ Web Daily time system)

September 25

Friday before time is due – ideal day for most employees to enter time

September  30

Check date of last semi-monthly, semi-monthly paid monthly, and bi-weekly (temp/wage) payroll from old schedule

October  2

First paycheck under the bi-weekly pay schedule

Helpful Tools
FAQs
  1. Under the biweekly pay schedule, will my overtime rate change?

    Your overtime rate will change if you have any premium compensation for the week. Premium compensation includes shift, stand by, working conditions, acting pay, and bonuses.

    If you do not have any premium compensation for the week, your overtime rate will continue to be your base hourly rate * 1.5.

    You can see a calculator that shows your overtime rate in the biweekly pay schedule at www.hrs.virginia.edu/sstl.


  2. When will I get paid for overtime under the new biweekly pay schedule?

    Your overtime will be paid in the same period it is earned.

    The new biweekly pay period runs for two weeks, starting on Monday end ending two weeks later on Sunday. You will be paid on the Friday following the end of the pay period.

    For example, the first new biweekly period begins on Monday, Sept. 14, and ends on Sunday, Sept. 27, 2009. You will be paid five days later on Friday, Oct. 2. All the overtime you have earned in the 14 days from September 14 to September 27 will be paid on Friday, October 2.


  3. How will Overtime be recorded in Self Service Time & Leave?

    You will only enter the hours you work. Overtime hours will automatically be calculated; therefore you must enter your hours accurately.


  4. How will Shifts worked be recorded in Self Service Time & Leave?

    You will enter start and stop times for the hours you work. Shift premiums will be calculated automatically.

    In the new system, Shift Times will be standardized across Grounds as follows: Evening Shift hours are from 2:30 pm to 11:00 pm with a carry over to 1:30 am Night Shift hours are from 11:00 pm to 6:00 am with a carry over to 9:00 am Day Shift hours are from 6:00 am to 2:30 pm with a carry over to 5:00 pm All hours worked on the weekend are paid at the weekend day shift rate.


  5. How will Working Conditions be recorded in Self Service Time & Leave?

    You will enter the hours you work. Working Conditions premiums will be calculated automatically.


  6. How will Stand By be recorded in Self Service Time & Leave?

    If you are eligible for shift pay, you will enter the start and stop times for the hours you are on stand by.

    If you are not eligible for shift, you will enter the total hours you are on stand by .


  7. How will Call Back be recorded in Self Service Time & Leave?

    If you are eligible for shift pay, you will enter the start and stop times for Call Back Not Worked hours.

    If you are not eligible for shift, you will enter the total hours not worked for Call Back Not Worked. .


  8. How will Comp Earned, Overtime Earned, Straight Time Overtime, and Overtime Time and a Half be recorded in Self Service Time & Leave?

    You will enter the hours you work. Overtime leave or Overtime pay will be automatically calculated.

    All overtime hours (straight time and overtime) will be either paid or compensated with leave. All overtime worked in any given pay period must be awarded as pay or leave; you cannot switch back and forth between the two in any one pay period.

    Starting Sept. 14, 2009, when SSTL goes live, the default for overtime is pay. Your department will determine if you may earn leave instead of pay and update your HR record accordingly. The selection must be made as of the beginning of a pay period and cannot be changed until the beginning of the next pay period.

    You may not earn Straight Time Overtime in combination with Overtime Earned, nor Comp Earned in combination with Overtime Time and a Half.


  9. How will Comp Special Holiday Worked be recorded in Self Service
    Time & Leave?

    You will enter the hours you work on a holiday. Comp Special Holiday Worked will automatically be calculated.

    Hours worked on a holiday will default to leave.


  10. Will my pay be more or less with these new calculations?

    Your base pay (annual salary) remains the same. Because different departments have calculated and applied Overtime differently, it’s difficult to generalize about whether pay will be more or less. However the Overtime rate will NEVER be less than the time-and-a-half regular rate.

    Your Overtime rate can vary from week to week depending on how much and what kind of premium pay you are getting, and how your department applied those types of payments in the past. To help you figure out your pay we have developed an Overtime Calculator, which is an excel sheet that automatically calculates your pay according to the hours types you select. Go to www.hrs.virginia.edu/sstl to use these tools and read more about the changes going into effect Sept. 14, 2009.

    If you need help using the calculator or any of the other tools, you can ask the HR professional in your office or someone in Payroll can assist you.


  11. What else can I do to get ready for the change?

    The SSTL web site has several other calculators that can help you get ready for the changes that will come with biweekly pay, including an overtime calculator, a comparison between a biweekly and semi-monthly paycheck, and a budget worksheet.


  12. What department can I contact if I have questions about my paycheck?

    The University Payroll office is responsible for all payroll processing for work and leave time. The payroll department is located in the Michie South building at 914 Emmet Street and may be contacted by phone at (434) 924-4350 or by emailing payroll@virginia.edu. Visit www.hrs.virginia.edu/sstl for frequent updates.
Information Sessions

These meetings are a chance for you to discuss the changes in the University’s payroll schedule with members of the UHR Staff. All are welcome to attend. If you would like assistance using the overtime calculator, please bring your work schedule.

Date

Session 1

Session 2

Location

July 13, 2009

10 am – noon

Noon – 2 pm

McKim Hall Auditorium

July 14, 2009

7 am - 9 am

 

Facilities Lunch Room

July 15, 2009

3 pm - 5 pm

 

Facilities Lunch Room

July 17, 2009

9 am – 11 am

11 am – 1 pm

McKim Hall, Room 1116

July 21, 2009

10 am - noon

 

Kellogg House